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Policies and Procedures - Travel

Policy 7 - Transportation

State Cars

If travel by mini-van is determined to be feasible, a University mini-van should be used when available instead of a private car. See Policy Number 1 in the Auxiliary Support Operations Section of the Policies and Procedures Manual for utilization of the University Motor Pool. The following laws and regulations apply to all State vehicles:

• State-owned vehicles shall be used for official state business only. "G.S. 14-247. --It shall be unlawful for any officer, agent, or employee of the State of North Carolina, or of any county or of any institution or agency of the State, to use for any private purpose whatsoever any motor vehicle of any type or description whatsoever belonging to the State, or to any county, or to any institution or agency of the State".
  
• The driver is responsible for any violations and/or fines while the vehicle is under his or her control.
  
• "G.S. 58-31-50 Liability insurance required for state-owned vehicles.
  --Every department, agency, or institution of the State shall acquire motor vehicle liability insurance on all state-owned motor vehicles under its controls." To achieve economy in providing insurance coverage for state-owned vehicles, blanket policies have been obtained; these premiums are paid by the University on a pro rata basis. Insurance policies on cars and trucks have liability limits of $100,000/$5,000,000. This maximum liability for each accident is $100,000 per person for bodily injury and property damage, and a maximum of $5,000,000 per occurrence. Any employee desiring additional protection may purchase it as a "Drive Other Car" endorsement on his or her personal automobile liability insurance policy.
  
• Hitchhikers are not permitted to ride in state-owned vehicles. If ample space is available, wives or husbands of state employees may accompany them in state vehicles, but all travel must be strictly for official state business.
  
• Non-state employees may accompany state employees in state vehicles when they have a business interest in the travel. Students at state universities and colleges may be passengers in state vehicles to attend athletic events and other activities officially sanctioned by the institution, provided the proper fund is reimbursed at the standard mileage cost rate by the student activity fund involved.
  
• When a state-owned vehicle is used for official travel, parking and storage fees, tolls, and required repairs are legitimate charges to the state, provided necessary receipts are obtained.
  
• Reimbursement of expense for airport parking for both private and state-owned vehicles is limited to ninety-six (96) hours with a receipt required for any airport parking charges. Parking expenses incurred beyond ninety-six (96) hours may be reimbursed in extraordinary circumstances if advance approval is obtained on Travel Authorization form.
  
• At the employee's destination, state vehicles may be used prudently for travel to obtain meals, but not for private purposes or for entertainment while off duty. No common carrier or public transportation fares are reimbursable on a trip in which an employee uses a state vehicle unless it is shown that such transportation was more economical in a particular situation.
  
• Receipts for tolls and parking are required for reimbursement if they exceed $3 per day.

Private Vehicle

Use Of Private Vehicle

State employees on state business may be permitted to use their private vehicle at the lesser of a mileage rate of fifty-five cents (55¢) per mile, or air coach rate. A mileage reimbursement rate in excess of the air coach rate will not be authorized for round trips in excess of seventy-five (75) miles when:

• Railroad, airplane, or other alternative transportation is feasible and would be more economical, considering transportation, subsistence, and salary costs.
  
• More state and/or private vehicles are being used for a trip than required to accommodate the employees traveling, on the basis of four (4) per car.
  
• Any annual leave will be taken immediately before, after, or during the business trip.

Reimbursement For Use Of Private Vehicle

Reimbursement for expenses incurred while at the employee's destination may be made for travel necessary to conduct their business, plus reasonable and prudent travel to obtain meals. No common carrier or public transportation costs are reimbursable on a trip when reimbursement is authorized for a private vehicle unless it is shown that such transportation was more economical in a particular situation.

Below is the published one-way mileage from Greensboro to various cities. This information was acquired through the Official North Carolina Department of Transportation's state map for those cities within North Carolina.

If you incur significant mileage differences and wish to claim reimbursement, an explanatory note needs to be included with the travel reimbursement form.

Reimbursement of costs incurred through use of a private vehicle should be direct mileage between points on the employee's itinerary. Receipts for tolls and parking fees are required for reimbursement if they exceed $3 per day.

Reimbursement Between Employee's Home And Duty Station

Reimbursement may not be made for commuting between the employee's home and duty station in connection with regularly scheduled work hours.

Travel Between Duty Station And Airline Terminal

Reimbursement for travel between the employee's duty station and the nearest airline terminal and for appropriate parking may be made under the following circumstances. For travel by:

• Airport limousine - one (1) round trip limousine fare
  
• Taxi - receipt is required if one-way trip exceeds $20
  
• Private vehicles - fifty-five cents (55¢) per mile for a maximum of two (2) round trips with no parking charge or for one (1) round trip at fifty-five cents (55¢) per mile with parking charges for a maximum of ninety-six (96) hours. Parking expenses in excess of ninety-six (96) hours may be reimbursed in extraordinary circumstances if advance approval is obtained from the department head/comparable supervisor. Receipts are required for airport parking claims.

Travel To and From Airline Terminal At Destination

Reimbursement for travel to and from the airline terminal at the employee's destination may be made under the following circumstances:

• Airport limousine - one (1) round trip limousine fare
  
• Bus - one (1) round trip bus fare
  
• Taxi, when limousine service is available - limited to one (1) round trip limousine fare
  
• Taxi, when limousine service is not available - actual fare to and from airline terminal

NOTE: In situations where one-way trip costs exceed twenty dollars ($20) receipts are required. Complete documentation and justification must be presented with the employee's expense reimbursement request.

Commercial Airlines

Tickets purchased for authorized air travel are a reimbursable expense. Travel by "Air Coach" must be utilized and an original receipt or proof of payment is required for reimbursement. Exceptional conditions requiring the use of "First Class" flight accommodations may warrant reimbursement provided a written justification is submitted in advance of the trip by the traveler, and it is approved on Form TRV-1. Flight insurance is not a reimbursable expense.

Tickets for traveling internationally or overseas flights may be reimbursed actual business class fare (substantiated by receipt) with prior approval of the individual approving the travel on Form TRV-1.

Non-Commercial Air Travel (Charter Flights)

No expense for travel as passengers on non-commercial aircraft (chartered flights) is reimbursable unless specifically authorized in advance by a Vice Chancellor or the Provost on Form TRV-1, Travel Authorization/Expense Report.

The Vice Chancellor/Provost can approve the use of non-commercial air travel provided:

• A state aircraft is not available or not appropriate for the size of the party traveling or airport flying to or from;
  
• The use of a charter flight is more economical than a commercial flight; or,
  
• The use of a charter flight is necessary because of unusual circumstances.

Prior to traveling, the employee must submit a Travel Authorization/Expense Report, Form TRV-1, with complete justification for utilizing a charter flight. The justification must be in writing and must include all points mentioned in the above paragraph.

Taxis And Limousines

Taxi fares are not reimbursable for intercity transportation, except in emergencies when a less expensive mode of transportation is not available within a reasonable period. If this is the case, to obtain reimbursements of taxi and limousine, receipts and an explanation must be attached to Form TRV-1, Travel Authorization/Expense Report.

Scheduled Bus And Train Service

The actual cost of coach fare for rail and bus service on state business is reimbursable, as is the actual cost of pullman fare when overnight trips are required. To obtain reimbursement, receipts plus justification must be submitted with Form TRV-1, Travel Authorization/Expense Report.

Rental Cars

Rental car charges at the least expensive available rate are reimbursable for travel when no alternate mode of transportation is practical. No reimbursement may be made for use of a rental car in-state when a state or a private vehicle is available. State contract vendors must be used for a traveler to be reimbursed.

The Division of Purchase and Contract contracts with rental car agencies to provide rental car services for state employees traveling on official business. All University employees requiring the use of a rental car must utilize one of the companies currently on contract and must turn in the original rental agreement showing total cost. Receipts for gasoline while using a rental car must be attached to reimbursement form. Receipts for tolls and parking are required for reimbursement if they exceed $3 per day. Insurance is not reimbursable.

To obtain the most up to date information on the contracts, contact Accounts Payable, extension 4-5798 or access the list of rental car agencies on
state contract.

Please note: some items require the Adobe Acrobat PDF Reader, which can be downloaded from the Adobe web site.

Page updated: 09-Jan-2009

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